WEBSITE AND DATABASE PROJECT UPDATE2020 MID-WINTER IBT – JANUARY 2020, LAS VEGAS, NV

ERIC MCHENRY, LORI PLUMMER, MARC NIJDAM

THREE CRITICAL COMPONENTS

Public-facing website

Membership Management Database

Solution

Self Service Portal for Regions, Clubs, Intraclubs & Members

Phase 1

Phase 2

PROJECT TIMELINE

January 2019

Mid-Winter IBT• Introduction and discussion of project goals• Funding approved for Phase 1 (new website)• Steering Committee formed

March 2019

Phase 1 project kickoff• Parallel Club branding work incorporated into

project

July 2019

International Rally IBT• Phase 1 (website) Go-Live• Phase 2 funding approved

August 2019

Phase 2 project kickoff• Go-Live expected in April 2020

WHAT WE NEEDED FROM OUR WEBSITE

• Improved user experience with a new, modern design.

• A responsive design layout that allows use across smartphone, tablet and desktops.

• ADA (disability) compliance and support for visual impairments.

• Consolidated event calendar for all WBAC events, including easy self-service updates by Regions and Clubs.

• Modern, easy to implement brand-consistent templates for Region and Clubs sites.

WHAT WE NEED FROM OUR DATABASE

• WBAC presents unique twist to typical not-for-profit organizations.

• Ability to auto-renew membership, including affiliate & intra-club, on-line

• Real-time visibility for membership ambassadors at International, Region and Club level

• Enable the ability to allow multiple BRN associations, individual membership profiles, centralized tracking of Affiliate and IntraClubmemberships, etc.

WHAT WE NEED FROMOURMEMBER PORTAL

• Members• Self-service profile updates

• Regions, Clubs and Intra-clubs• Event (calendar) input and

updates• Access to member-only benefits

• Courtesy parking• Discounts• Blue Beret, News&Views, etc

PROJECT:THREE PHASES

Phase One will deliver a fully functional public-facing website, replacing the current wbcci.org website at an expected one-time cost of between $100,000 to $150,000. In addition to replacing the main wbcci.org site, Phase one will also deliver the capability to begin migrating Region, Unit and Intra-Club websites to the new website platform. Approximate Go-Live for the Phase One wbcci.orgsite is expected to be six to nine months after a vendor agreement has been signed. Migration of Region, Unit and Intra-Club sites is expected to occur over a one year timeframe after the main wbcci.org site Go-Live.

Phase Two will deliver a fully functional membership management, plus region/unit/member self-service portal, replacing the current Filemakerdatabase at an expected one-time cost of $200,000, plus annual support and maintenance costs, traditionally equal to 10% of the initial systems cost. Determination of final scope, functionality, cost and schedule for Phase Two will occur over the next few months, culminating in a follow-up report and motion for Phase Two funding at the IBT in July 2019.

Phase 3: Ongoing development of additional office and membership capabilities (tbd)

PHASE 1 (WEBSITE) UPDATE

Good• Overall look and feel

• Club-wide calendar of events

• Improved Caravan functionality

• Find-a-Club maps

• Courtesy Parking maps

• Online forms

Needs Work• Club-wide events map (coming soon)

• Training, assistance and reminders to Clubs re: Events

WEBSITE TRAFFIC(AUGUST 2019 TO JANUARY 2020

WEBSITE TRAFFIC(AUGUST 2019 TO JANUARY 2020)

WEBSITEACCESS(OPERATINGSYSTEM AND BROWSERS)(AUGUST 2019TO JANUARY 2020

WEBSITEACCESS(MOBILE VS. DESKTOP)(AUGUST 2019TO JANUARY 2020

DEVICE TYPE(AUGUST 2019 TO JANUARY 2020)

ADOPTION OFCLUB-WIDE EVENT CALENDAR(371 EVENTS IN 2020)

ADOPTION OF CLUB-WIDEEVENTCALENDAR(371 EVENTS IN 2020)

ADOPTION OF CLUB-WIDEEVENTCALENDAR(371 EVENTS IN 2020)

EVENTSCALENDARDIRECTLYDRIVESBLUE BERET

airstreamclub.org

CARAVANS(45 AS OF JANUARY 2020)

NEW CARAVAN PROCESS

• More visibility

• More coordination with Corporate

• Online application process

• Centralized banking

• Online registration and payment

ONLINECARAVANREGISTRATION

PUBLIC-FACINGMEMBER RESOURCESAREA

PUBLIC-FACINGMEMBER RESOURCESAREA

Q&A

PHASE 2MEMBERSHIP DATABASE AND MEMBER SELF-SERVICE PORTAL

GOALS FOR DATABASE AND PORTAL

• Modernized Region and Local Club websites• Mandatory migration from WordPress…

• Centralized portal for members to maximize their membership experience.• Self-service personal information update

• Access to member-only benefits

• Tools and information for Club officers – make their lives easier as an officer• Access to membership information

• Centralized, lower-cost banking option for Local Clubs and Regions

• Tools to enable easy, supported online event registration and payment

NEW REGION WEBSITES

NEW LOCAL CLUB WEBSITES

CURRENT EVENT REGISTRATION PROCESS

NEW EVENT REGISTRATION PROCESS

Q&A

COURTESYPARKINGDIRECTORY(LOGGED-IN MEMBERS ONLY)

MEMBERPORTAL(LOGGED-IN MEMBERS ONLY)

MEMBERPORTAL(LOGGED-IN MEMBERS ONLY)

SELF-SERVICEMEMBERACCOUNTINFORMATION(LOGGED-IN MEMBERS ONLY)

SELF-SERVICEMEMBERSHIPINFORMATION(LOGGED-IN MEMBERS ONLY)

SELF-SERVICEMEMBERSHIPRENEWAL(LOGGED-IN MEMBERS ONLY)

Q&A

STAFF (AND MEMBER) EFFICIENCY EXAMPLES

• Current vs. new VIN process

• Updating member contact information

• Self-service vs. Staff

• Accurate and updated (hopefully!)

• Online BRN research and lookup

• Online membership and Leadership lookup

• Region/Local Club member contact information

• Email and mailing addresses

NEW FOR MEMBERSHIP CHAIRS

• Secure, anytime download of member contact information.

• No need to keep separate member contact email “distribution list”

• Immediately reflects member contact information changes, new members, etc

Q&A

SELF-SERVICEMEMBERCOMMUNICATIONSPREFERENCES(LOGGED-IN MEMBERS ONLY)

CLUBDIRECTORY(LOGGED-IN MEMBERS ONLY)

MEMBERSHIPDIRECTORY(LOGGED-IN MEMBERS ONLY)

CLUBLEADERSHIPDIRECTORY(LOGGED-IN MEMBERS ONLY)

BIG REDNUMBERDIRECTORY(LOGGED-IN MEMBERS ONLY)

MOBILE

WEBSITE MIGRATION PLAN

• This is a mandatory migration, to occur over roughly one year.

• Assistance will be provided by the ITC.

• Regions and Local Club websites MUST be on the new platform (no alternatives).

• Multi-phase migration schedule.

• After deadline, WordPress will be shut down.

Migration Phases

1) Small number of test sites, managed by skilled webmasters (~5-10 sites). Goal is to fine tune the process and create documentation and training.

2) All Region and Intra-Club sites (~15)

3) 1st wave of Local Club sites (~30)

4) 2nd wave of Local Club sites (~30)

5) 3rd and final wave of Local Club sites (~30)

INFORMATION TECHNOLOGY COMMITTEE (ITC)

• Provides assistance to webmasters (technical communication, training, password assistance, best-practice examples, etc).

• Utilizes new “helpdesk” tracking – send emails to itc@airstreamclub.net

• New blog for webmasters

INFORMATION TECHNOLOGY COMMITTEE (ITC)

WEBSITE AND DATABASE PROJECT UPDATE2020 MID-WINTER IBT – JANUARY 2020, LAS VEGAS, NV

ERIC MCHENRY, LORI PLUMMER, MARC NIJDAM

Thanks!

BACKGROUND SLIDES

MEMBERSHIPMODEL

WHY A CUSTOM DATABASE?

• The business needs of WBAC preclude us from using an off-the-shelf member management systems.

• Unlike most clubs or non-profits, we have over 120 sub-clubs distributed across a regional structure, a signature BRN administrative process, the need to conduct voting, and the complexity of a distributed membership attraction and retention strategy.

• Off-the-shelf solutions won’t deliver what our members, regions, clubs and office staff need.